Time, Attendance and Leave (TAL) Project

Presentation and Discussion

December 14, 2011

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Agenda

• Welcome • DHRM Team Introduction• Project Overview, Scope & Timeline• Questions• TAL’s Fit with Other Central Administrative Systems• Questions• What DHRM Needs from Agencies• TAL Requirements & Agency Questionnaire Discussion• Questions• Contact Information

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DHRM Team MembersCharter Aspect Highlight

Sara Wilson DHRM Agency DirectorProject Sponsor

Rue White DHRM Dir. of Agency Human Resource ServicesTAL Business Owner

Belchior Mira DHRM ITECH Division Director TAL System Owner

Leonard Nottingham TAL Project Manager

Diane Anderson, Debbie Rigdon, Mike Pote, Deanna Goldstein

TAL Business Leads & Subject Matter Experts

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Project OverviewCharter Item Highlight

Project Purpose Provide an “Enterprise Available” TAL solution

Scope Capture and Report Time, Attendance and Leave Data

Schedule Deploy TAL Solution April 2013 with phased on-boarding thereafter

Budget ~ $952,000

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Project Scope – What’s In

The TAL solution will provide an automated means:

1) for state employees who fill salaried and wage positions to report time worked and for their managers to review and approve or deny that reported time (Note: These employees and their positions must be set up in PMIS.)

2) to interface hours worked to CIPPS

3) to calculate the accrual, earning, crediting or other accumulation of leave to employees and the use of leave by employees

4) for employees to request leave and for their managers to review and approve or deny those requests *The employees to whom #3 and #4 apply must be tracked as employees in PMIS and abide by the Classified leave program

5) for agencies to report on and download data entered into the TAL system

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Project Scope – What’s Out

– Administration of FMLA, Workers Comp and STD / LTD

– Tracking leave for those not using the Classified Leave System (e.g., faculty and appointees)

– Capturing hours worked for Contractors

– Recording hours worked for employees whose employee and position data is not recorded in PMIS

– Work Scheduling Tool to enable supervisors to schedule multiple workers for operational coverage (Note: A schedule will be able to be established in TAL for an employee)

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Project ScheduleWe are here

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Questions

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PMIS

TAL

CIPPS

Employee and position data (salaried and wage) comes to TAL from PMIS

TAL’s Fit With Other Systems

Time and leave data is captured in TAL

Hours worked (not leave) are interfaced to CIPPS

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What Can / Will Be Captured in TAL?

Hours Worked Leave

Wage P OSalaried Non-Exempt P PSalaried Exempt P P

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What is sent to CIPPS from TAL?

Hours Worked Leave

Wage P OSalaried Non-Exempt P

(for overtime)O

Salaried Exempt P(for overtime)

O

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TAL’s Fit With Other Systems

CIPPS

CIPPS-Leave

TAL

TAL-Leave

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Questions

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Current Needs from Agencies

Item Due

Sign Attendance Sheet End of Meeting

Complete Agency Questionnaire

12/30/2011

Review and Comment on Requirements

Various DHRM Facilitated Sessions

Final Agency Comments to Leonard Nottingham by Thursday 1/12/2012

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TAL RequirementsDiscussion & Handout

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Requirements will be available on-line

Developed from two existing sets of system requirements

TAL Requirements

Requirements listed in a tabbed spreadsheet- In- Out- New- Reports

What vs. How

Save agencies work and get agency feedback

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TAL RequirementsOpportunities for agency questions on requirements:

Session 1 – Friday, Dec. 16th 2PM – 3PM (Leave Requirements)Session 2 - Tuesday, Dec. 20th 2PM – 3PM (Time Capture Requirements)Session 3 - Wednesday, Jan. 4th 2PM – 3PM (Leave Requirements) Session 4 - Friday, January 6th 2PM – 3PM (Time Capture Requirements)Session 5 - Tuesday, January 10th 2PM – 3PM (Any Requirement Questions)

Agency comments due by 1/12

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Employee

Employee’s Supervisor

HR

Enters Data On Timesheet

TimeEmployee Work

CycleReview & Approve

Lock & Review

Reviews Timesheet

Reviews Summary Pay Period Data

General Timesheet Data Flow

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Agency QuestionnaireDiscussion & Handout

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Identify the appropriate contacts for follow-up questions

Responses help validate and verify requirements

Agency Questionnaire

Due by Friday 12/30

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Questions

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Contact InformationWebsite: www.dhrm.virginia.gov/TAL.html (Coming soon!)

Rue White – DHRM’s TAL Business Leadrue.white@dhrm.virginia.gov804-225-3564

Leonard Nottingham – TAL Project Managerleonard.nottingham@dhrm.virginia.gov804-380-8441

Diane Anderson – Lead TAL Business Analystdiane.anderson@dhrm.virginia.gov 804-225-2730

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Next Steps

Item Due

Sign Attendance Sheet End of Meeting

Complete Agency Questionnaire

12/30/2011

Review and Comment on Requirements

Various DHRM Facilitated Sessions

Final Agency Comments to Leonard Nottingham by Thursday 1/12/2012